Idea Transcript
User Guide Version 5.0 Dec 2014
1
Introduction ............................................................................................................................................. 3
2
SFT concepts and overview ....................................................................................................................... 4 2.1
SFT ..................................................................................................................................................... 4
2.2
Packages ............................................................................................................................................. 4
2.3
Deliveries ............................................................................................................................................. 4
2.4
Roles ................................................................................................................................................... 4
3
Registration and Profile Management ......................................................................................................... 4
4
Packages ................................................................................................................................................. 6 4.1
Creating a New package........................................................................................................................ 6
4.2
Managing packages .............................................................................................................................. 6
4.3
Uploading files ..................................................................................................................................... 6
5
Deliveries ................................................................................................................................................. 8 5.1
Creating a New Delivery ........................................................................................................................ 8
5.2
Modifying Deliveries .............................................................................................................................. 8
5.3
Express Deliveries................................................................................................................................. 8
6
Workspaces ............................................................................................................................................. 9 6.1
Creating Workspaces ............................................................................................................................ 9
6.2
Managing Workspaces .......................................................................................................................... 9
6.3
Notification Settings .............................................................................................................................. 9
7
Reports ................................................................................................................................................. 10 7.1
Packages ........................................................................................................................................... 10
7.2
Deliveries ........................................................................................................................................... 10
7.3
Workspaces ....................................................................................................................................... 10
1 Introduction Using Biscom SFT to securely send files, messages, and documents is as easy as sending an email, and provides you with greater control over how, when, and who receives your important data and documents. Biscom SFT features include:
Delivery of any type and size of file or message
Delivery to anyone with a valid e-mail address
Control of access privileges to files
Detailed reporting, including reports on deliveries, packages, users, and server
Ability to schedule and expire deliveries
Password-protected deliveries
E-mail notification when a recipient views a delivery
Support for LDAP and Active Directory for easier user management
Desktop client that supports drag and drop, automatic restart on network or power failure
Easy customization -- including logos, colors, and fonts -- through style sheets
Microsoft Outlook integration
Java and Web services APIs for tight integration with existing applications and databases
2 SFT concepts and overview 2.1 SFT Biscom SFT is designed to securely send e-mail, files, and/or “packages” of files.Secure file transfer involves three simple steps: 1.
Sender creates a package of files and deliver it to any e-mail address.
2.
Recipients are notified of their secure delivery in an e-mail message.
3.
Recipients sign in to SFT, retrieve the package, and download the files.
2.2 Packages A package is a dynamiccollection of files and documents along with additional information about the files and ownership, which we define in this document as metadata. A package is the entity that is delivered to recipients. The package is dynamic because the contents and metadata of a package may be updated at any time – the package name, tags, and description may be changed, and files may be added or removed.
2.3 Deliveries Packages are made available to recipients through deliveries. Deliveries are the vehicles through which recipients access packages and through which access control is maintained. A delivery consists of the following elements:
List of one or more recipients
Secure message
Notification e-mail
Delivery parameters
Delivery parameters may include dates the recipient can access the package, password protection, and other delivery restrictions. Only a valid e-mail address and a subject are required to send a delivery. If a package is updated, a user accessing the package through the delivery will always access the latest package files and metadata, even if the user received the delivery for a previous version of the package.
2.4 Roles Users can be assigned different roles in SFT, each with various rights and access to features:
2.4.1 Recipient Recipients can receive and view packages that Senders deliver. Recipients may sign in to SFT and view all the deliveries they have been sent or may use the URL sent to them through an e-mail delivery notification to go directly to the specific delivery.
2.4.2 Sender Senders have the ability to create packages and deliver them. Senders own the packages they create and can also be included as an owner of packages that other Senders create. Senders who own packages can modify packages and create deliveries for those packages.
3 Registrationand Profile Management Your system administrator will advise you on how to first log in to SFT. After logging in, you can change your settings such as personal information, password, and preferences. To access your settings, click your name at the top right of your screen, and select from the dropdown menu.
4 Packages Users who are assigned a Sender role can create and deliver packages, by clickingPackages in the sidebar.
4.1 Creating a New package
Select Packages from the sidebar, and the click “+” on the top right corner and follow the prompts.You may add attributes such as description, and assign additional owners and Senders for the package.Owners are able to edit contents of the package, whereas Senders are able to access and send the package.You may also upload files into the package (see below).
4.2 Managing packages
Under the Packages page, you can access and edit packages which you own.Click to select the desired package. You may alter file contents within package by adding or deleting files.To edit package’s metadata, click Actions and Edit.Here you can edit metadata such as Name, Owners and Senders.
4.3 Uploading files You may upload files viaeither drag-and-drop or by using a Java applet, depending on how your system is configured
4.3.1 Drag and Drop (recommended) If you are using the Google Chrome browser, you can drag and drop files from your file system onto the Package website, and those files will be uploaded into that package.
4.3.2 Java applet You can also upload via java applet by clicking Add using appletandfollowing onscreen instructions.
NOTE: In order for the applet to run, you must:
Have the latest version of Java installed Allow Java to run on your Browser Enable Java in your SFT account. To do this, click your name at the top right corner of the page and select Set Preferences ->Allow applet for upload and download. (Note that users would still have to set this parameter even if Admin has already done so via System Configuration)
5 Deliveries Users who have the Sender role can create deliveries via the Packages link in the sidebar menu.
5.1 Creating a New Delivery
Once your package is complete, you can set up the delivery parameters by clicking Action and then Create delivery.Enter details such as recipient email address and secure message in the respective fields.You may also set the time period the package is available by setting Date available and Date expires.You can also set aPassword and configure notification settings for this delivery in the respective fields.
5.2 Modifying Deliveries You may modify or delete existing deliveries by clicking Sent Deliveries in the sidebar.Click into the subject line of the desired Delivery.Under Actions, you can Editthe delivery, which enables you to edit details of the delivery.
5.3 Express Deliveries You can create Delivery directly using Express Delivery in the sidebar.This option has all the features as delivery created via a package.
6 Workspaces A workspace is a secure area in SFT where multiple users can upload and share files and messages with one another. Three types of users with different permissions can be assigned to the workspace: Manager – The manager is the creator of the workspace and can add other managers, collaborators, and viewers. A manager can invite any user with a Sender role (including external users) to be a collaborator. Collaborator – Collaborators can upload and download files, leave comments or messages, and view detailed transaction reports. A collaborator must be assigned the Sender role (See Section 2.4.2). Viewer – A viewer can view but not upload files. A viewer can view comments, but cannot make comments in a workspace nor does a viewer have access to detailed reports or feeds.
6.1 Creating Workspaces To create a workspace, select Secure Workspacesin the sidebar menu, and then click the + button.You can enter details such as name and names for Managers, Collaborators and Viewers as well as upload files.The way which files are uploaded is similar to that of a package, see Section 4.3 above for details.
6.2 Managing Workspaces Under Secure Workpaces, you can see a list of existing workspaces to which you have access.Depending on your role, you can download, upload, and / or edit the workspace.
6.3 Notification Settings
As an Owner, you can choose to notify other users of any changes to the workspace.ClickActions and Notification Settings to select the type of notifications that will be sent from in that workspace.Note that such notification settings are specific to each workspace.
7 Reports Biscom SFT records the transactions that occur in the application and can generate reports on Delivery activity, Package activity and Workspace activity, depending on your role.You may access these reports under Reports in the sidebar.You can export all the below reports into a .csv file by clicking Action and Export to csvfor each of these reports.
7.1 Packages You may view logs of various activities in a particular package, such as file upload, edit or download entries or edits of package metadata. To view, selectPackages, then Packages activity and the desired package.Note that you can also filter by Date range, conduct a Search, and alter the Detail Level.
7.2 Deliveries You can also view information on Deliveries sent selectingDeliveries I’ve sent, and the subject line of a specific delivery.Delivery details include a log of Activities, such as edits and sent Notifications to recipients.Delivery Status shows whether recipients of the delivery have accessed that delivery.Unopened deliveries reports recipients whom have yet to access your delivery and provides an option to resend notification to those intended recipients.
7.3 Workspaces You can view log activities such as updates to metadata, workspace access, and edits to contents through Workspace Activities report.Like Packages, you can also filter by Date range, conduct a Search, and filter by Detail Level.